Back Finance & Administration Manager – Venezuela

Reporting Line

The National Finance & Administration Manager reports to the Venezuela Country Director (CD).

S/he supervises the Finance, Administration and HR Officers; Accountant; and Administrative, Logistics & Procurement Assistants.

Primary Location

S/he is based in the RET National Office located in Caracas, with frequent missions to the field.

Budgeting and Cash Management

· Budget development: Develop, in collaboration with the Project Manager and other relevant officers, the programmes proposed budgets and coordinate their preparation in accordance with RET’s and the donors’ requirements;

· Budget management: Supervise programmes’ budgets follow up using relevant reports to identify unexpected/expected implementation discrepancies and ensure that these are discussed and agreed with the CD rapidly;

· Treasury management: Ensure that there are enough funds available in the country mission to execute the programme activities by supervising the relevant reports and transactions (cash reconciliations, funds requests, etc.);

· External coordination: Coordinate and manage the overall relationship and transactions with the local financial institutions – banks;

Accounting and Reporting

· Ensure that the expenses incurred in execution of RET’s projects are allocated to the relevant programme correctly and in line with the RET’s Field Finance Manual. Also, ensure that any specific donor requirements are adhered to during the execution of the budget;

· Ensure there is written justification in case of incompatibility between RET’s Manual and any other law or regulation. This should be supported with external documentation: copy of regulations, reputed third parties’ reports, etc.;

· Ensure proper accounting of all programmes’ transactions using the relevant RET tools;

· Ensure proper preparation of financial reports, list of expenses, bank accounts reconciliations, petty cash reconciliations, etc. in accordance with RET’s requirements and applicable tools;

· Submit monthly financial reports and send relevant SAGA reports and scanned supporting documents;

· Manage overall relationship with local reviewers/auditors and other relevant authorities;

· Ensure systematic filing/documentation of the office;

Coordination and Overall Management of Local Partners

· Oversight of the performance of local partners, ensuring the effective and transparent use of funds;

· Supervise and support the partner’s team on the preparation of budgets, fund requests and follow up on the settlements of funds transferred;

Human Resources Management

In all instances where there is no HR Officer/Manager, the Finance Manager will be responsible to manage, in collaboration with the CD and others, the entire H.R process from recruitment to separation.

· Review drafted or draft employment contracts, end of contracts; arrange insurance/medical check-up for all employee;

· Supervise proper registration of employee attendance/ maintain leave record and balances for all employee;

· Supervise preparation of employee payroll and ensure it is accurate and paid on time;

· Contribute to the establishment and maintaining of a harmonious working environment; seek to strengthen team building by encouraging active participation and interaction at all levels;

· Coordinate and supervise the recruitment process for RET’s employees whenever required, discuss and agree with the CD on different types of contracting modalities, HR policies and benefits. Ensure that there is transparency in all recruitment and report any non-adherence to the relevant hierarchy;

· Coordinate with RET’s lawyers and RET’s CD on HR policies in accordance with local laws and general practices in their countries;

Others

· Conduct training of and maintain a follow up role for the National HR, Administration and Finance Officers and / or assistants.

· Attend any meeting related to his/her areas of responsibility or delegate such attendance as may be appropriate;

· Coordinate with the CD on financial, administrative or management procedures;

· Coordinate with the Project Manager administrative, logistic and procurement procedures;

· Manage the Admin / Finance Team and make sure they complement each other, assigning them tasks appropriately and adapting their duties when there is high/low volume of administrative work;

· Supervise the overall logistics, purchases, equipment procurement, IT services and maintenance;

· Advice RET’s CD on any regulations that may have an impact on RET’s programmes and/or policies;

· Take necessary steps to ensure that all financial data is adequately and safely backed up;

· Perform any other work-related duties as required.

Qualifications and Requirements

• Strong academic credentials, including a University degree in Accounting preferred with Certified Public Accountant License (CPA). A Master degree in accounting, finance, logistics or a related field.
• A minimum of 10 years of progressive financial accounting experience.
• A minimum of 7 years in financial management and administration experience. UN Agencies and NGOs is an advantage.
• A minimum of 5 years financial leadership experience and implementing finance/ERP applications.
• Venezuelan nationality or permission to work in Venezuela is required.
• Oral and written fluency in English and Spanish is required.
• Availability to start work immediately is required.
• Strong knowledge of data analysis, forecasting & financial modelling, financial reporting, budgeting, audit, tax, strategic planning, internal controls, and risk management.
• Long range planning and budgeting with a diversified donor base and multiple currency environment.
• Leader who ensures a productive working environment and confidently coaches and motivates local teams to meet organizational goals.
• Ability to effectively prioritize multiple responsibilities.
• Results-oriented, with a track record of accomplishing objectives in a complex environment.
• Flexibility to manage different tasks effectively and willingness to put in extra hours when required.
• Ability to travel internationally, as required.
• Proficiency in Office 365 (Word, Excel, PowerPoint, Project, Outlook).